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How to make your computer create neat sticky address labels for all your Christmas Cards

Microsoft Word Help
This article describes how to use Excel and Word to print out address labels on a standard Avery 8 rows by 2 columns (16) of sticky labels per sheet of A4.
All you need is Excel and Word and some Sticky labels.

1. Use Excel

Microsoft Excel to create a Database of Addresses
A ready made sheet called addresses.xlsx can be downloaded by clicking the link below

xlsxClick here to download addresses.xlsx

- Save it in My Documents
- Open it and Type your addresses in it

2. Use Word Microsoft Word to create a document to design the labels

Open Word and a New Blank Document


Click on Mailings along the top and then the Start Mail Merge button - looks like this...

Start Mail Merge button

Select - Labels... here...

Select Labels

Label Options should pop up.

If it isn't already selected make sure your Label vendors is set to Avery A4/A5 sizes from the pull down list first.

Now scroll down the list and find the Avery number for your labels - usually on the box (L7162 is a common one for 8 rows and 2 columns)

label options

Click OK and you should see a table created for you with dotted lines.  DO NOT ADJUST THIS (it should be the precise measurements for your Avery number)

3. Select Recipients

Now we need Word to link to your Excel database of addresses.

Click Select Recpients and then select Use and existing list

use existing list


Navigate to where you have saved your addresses.xlsx file and select it.  Then click the Open button

open addresses

This will pop up - just click OK

select table

Click in the first box and click the Insert Merge Field button

insert merge field

From the pull-down select each of the following fields and place on a new line so it looks like this...

merge field layout

Now we need to copy all the merge fields into all the boxes.  Click Update Labels

update labels

You should see something like this..

merge fields updated

4. Preview Results

Here's a magic button that lets you preview what the first sheet of mail merged labels will look like...

Click the Preview Results button

preview results

Tip: Click the button again to switch the Preview Off again

5. Test it

Before you print onto your actual labels sheets it's a good idea to test is all lines up.

So just print one page on ordinary A5 paper by clicking File > Print as usual.

Then hold up your result over a label sheet to ensure it lines up.

6. Print the Labels

If you are happy with the test here's how to print off all your labels...

Firstly make sure you have enough label sheets loaded in your printer (so if your database contains 137 addresses and you have 14 labels per sheet that will be 10 sheets)

When you are ready click on Finish & Merge and then Print Documents...

finish and merge Print Documents

Another pop up will give you these options...

merge to printer

If you want to print off all the address leave it on All and click OK.

7. Save the Word Document

Now save this Word Document and call it something like My 14 labels

That should be it. 

Here's the Good News

Once setup and saved - your next mail-merge is really simple just open the same Word Document and you will see this message pop up...

sql command

Click Yes (as this will refresh the link to your Excel Address list.)


Some final rules:

  • Do not modify any text in the Word Document
  • Only edit addresses in the addresses.xlsx Excel Workbook
  • Do Not rename or move the Excel File called addresses.xls (or it will break the link to your Word labels)
Filters: You might find it useful to filter out blank email addresses, or specific categories e.g. Christmas, or List2 etc.

If you want help set it up for you and show you how to use it do not hesitate to contact us
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